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Home My WebLink About10B Pavement Degradation AnalysisPRro ti U tr1 4646 Dakota Street SE 7.4flivhm O Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 3, 2012 AGENDA #: 10B PREPARED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR PRESENTER: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECUTION OF THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE COMPLETION OF THE PAVEMENT DEGRADATION ANALYSIS DISCUSSION: Introduction The purpose of this agenda item is to consider proposals and authorize the Mayor and City Manager to execute the City's Standardized Professional Ser- vices Contract for pavement degradation analysis. History As a part of the Capital Improvement Program discussion in the spring of 2011, the City Council agreed that additional pavement degradation analysis be per- formed prior to the 2013 — 2017 Capital Improvement Program discussions. The pavement degradation analysis will help inform decisions regarding future street reconstruction expenditures. One of the key points of discussion in 2011 was whether the City was falling behind in street reconstruction based upon an objective assessment of the condition of our streets. The analysis would help predict the street conditions into the future and in turn identify the funding le- vels required to receive the best value for the street maintenance / reconstruc- tion work contemplated. Current Circumstances The City has collected over 5 years of data for our 100 miles of City streets utilizing a software program called "Pavementview ". The data provides a cur- rent condition for all City streets. The City has used that data over the years to help confirm which streets need to be reconstructed, overlaid, or seal coated. Pavement degradation analysis will utilize "Pavementview Plus" and the data collected in "Pavementview" to create pavement degradation curves. The de- gradation curves would be used to predict the street conditions based on fund- ing level scenarios. Funding scenarios can include: Do nothing, maintain cur- rent funding levels, modify funding levels based on several predicted condition levels, and provide Staff recommended funding levels. The City owns the "Pavementview Plus" program, however City Staff have not been trained to utilize this program to perform the analysis. Additionally, the City is currently without one City Staff member and can't currently devote the time to undertake this effort without jeopardizing the design schedule for the Boudins Phase II Reconstruction Project. City Staff have solicited quotes for the completion of the pavement degradation analysis from Bolton & Menk, Kimley Horn and Associates, and WSB and As- sociates. The price for the work is detailed below: Kimley Horn & Associates $ 12,330.00 Bolton & Menk $ 29,900.00 WSB & Associates $ 35,696.00 ISSUES: Kimley Horn and Associates provides the lowest hourly not to exceed quote for the work and also provided the least number of hours to complete the work tasks. City Staff was concerned with the low number of hours dedicated in the proposal. Kimley Horn has responded that they have a number of templates already set up for use on this project. They are also driven to develop a rela- tionship with the City of Prior Lake and to enhance their pavement manage- ment resume in the State of Minnesota. Conclusion Kimley Horn provides the best overall proposal value and should be selected. FINANCIAL IM- The funding for the pavement degradation analysis would come from profes- PACT: sional services within the Engineering Department budget. The proposed 2012 budget includes funding for this analysis. The value of the City street system is in the hundreds of millions of dollars. Once completed, the pavement degradation analysis could have long term fi- nancial impact on the Capital Improvement Program and maintenance sche- dule to assist in making the most cost effective long term decisions. ALTERNATIVES: 1) Approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with Kimley Horn and As- sociates. 2) Deny this item and provide direction to City Staff. 3) Defer this item and provide additional direction to City Staff. RECOMMENDED Alternative No. 1 MOTION: 2 PLO U trl 4646 Dakota Street SE Prior Lake, NIN 55372 RESOLUTION 12 -xxx A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR PAVEMENT DEGRADATION ANALYSIS Motion By: Second By: WHEREAS, During the 2012 -2016 Capital Improvement Program discussions, the City Council directed Staff to pursue pavement degradation analysis before the next Capital Improvement cycle to assure that street maintenance, reconstruction and replacement priorities and timelines are based on objective information; and, WHEREAS, The City does not have the in house expertise or resources to perform the analysis; and, WHEREAS, The City solicited proposals from consultants within the City's consultant pool for pavement degradation analysis services which are considered a professional service under Minnesota Statutes 471.345 as follows: consultant: Kimle Horn Bolton & Menk WSB Total $12,330.00 $29,900.00 $35,696.00 and, NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Kimley Horn is hereby authorized to provide professional services for pavement degradation analysis in the amount of $12,330.00. 3. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with Kimley Horn on behalf of the City. 4. Funding for these engineering services will be drawn from the General Fund Account #101 - 43050 -303. PASSED AND ADOPTED THIS 3RD DAY OF JANUARY 2012 YES NO M ser Myser Erickson Erickson Hedberg Hedber Keeney Keene Soukup Souku Frank Boyles, City Manager